Procurement and Administrative Assistant

General Summary and Background: The purpose of the Afya Ugavi Activity under the USAID Global Health Supply Chain Program – Procurement and Supply Management project is to address the supply chain and health commodity systems strengthening needs of the family health, malaria and HIV∕ AIDS programs within Kenya. This will be directed through technical assistance (TA) at both national and county level. The task order will support the Ministry of Health (MOH) Department of Family Health (DFH), National Malaria Control Program (NMCP), and the National AIDS and STI Control Program (NASCOP). This position is contingent on award.

Job Summary:

The incumbent will be responsible for the efficient coordination, management and operations of administrative and procurement functions at the Activity. He/She will be well versed with general administration and procurement guidelines. S/He will ensure close functional collaboration with other teams to enhance efficiency provision of services and accountability.

Duties and Responsibilities:

Procurement

• Actively participate in prequalification of suppliers, conducting the due diligence, negotiate blanket purchase agreements and maintain an updated list of suppliers.
• Processing requisitions for the procurement of goods and services, including requesting for quotations, preparing and facilitating approval of quotations analysis report, and drafting of Purchase Orders (LPOs)/contracts/agreements.
• Ensure that all selected suppliers are prequalified, or the necessary justifications are submitted for any purchases outside the list of prequalified suppliers.
• Place orders with the selected suppliers and follow up on the delivery of good and services, as per the order specification.
• Routinely update the Procurement Tracker, track and provide status of all procurement transactions in the Procurement tracker.
• Liaise with Finance team to process payments for all goods delivered and services rendered.
• Maintain proper procurement records, including electronic and hardcopy procurement files for each purchase and tracking the usage of suppliers.
• Support the M&E team with the evaluation on supplier’s reliability, quality, prices of goods/services, terms & conditions, after-sales services, and submit reports to the Supervisor.
• Ensure that all procurement activities are strictly adhering to Chemonics Procurement policies and guidelines.

Administration

• Provides administrative support and ensures the smooth and efficient operation of the office.
• Receive visitors to the office with high standard of courtesy and hospitality and direct them appropriately.
• Ensure operation of office equipment including reviewing maintenance requirements, arranging for necessary repairs, maintaining equipment inventories and evaluating new equipment.
• Maintain stock records for stationery and supplies for the office, working with suppliers and verifying receipt of supplies and requisitioning in line with office procedures.

• Ensures all required records are kept up to date and in line with PSM requirements**Logistics.**

• To be responsible for providing administrative and logistical support to conferences, workshops and meetings.

• Make relevant hotel reservations and liaise with other suppliers as appropriate.

• Flight Bookings & management, ensure that bookings are made on the most competitive fare that is value for money.

• Coordinate local staff movement. i.e. Organize pick up and drop off for staff who arrive and depart from other countries.

• Perform any other assigned duties from time to time.

Level of Effort and location

This long-term position will be based in Nairobi, Kenya with intermittent local travel